Applying by Letter or Email

Some employers may ask that you apply for a role by sending a CV (if you haven’t got a CV look at the page CV) by post or email, normally attaching a cover letter. The cover letter explains what job you are applying for and what interests you about the role, it will also outline the skills and experience you have that makes you a good candidate for the job.

When you write a cover letter it needs to be written to match the job you are applying for, if you have a letter written and you copy and paste it into your new letter/email, you need to ensure you update it so that it is relevant to the new job you are applying for. If an employer receives a letter that looks like it is going out to several companies they will not be very impressed. When writing your cover letter/email include:

An explanation of why you are writing, make sure it is clear you are applying for a particular job or asking about vacancies the employer may have.
Quote the job title and/or reference in the title of the letter.
Save a copy of the letter/email as this will come in handy if you are called for interview as a reminder of what you wrote.

If you are writing to a named person, for example you address the letter “Dear Mr Williams”, then the letter needs to end with “Yours sincerely”. If you do not have a named individual to address the letter to, for example “Dear Sir/Madam”, then you need to end the letter with “Yours faithfully”.

Tips for writing your cover letter include:

Write/type a draft version first and ask someone to read it to check it is clear to understand, spelling is correct, punctuation and grammar are in the right places. Once it’s been checked then correct the typed version or write the neat version into a final copy.
If you are writing the letter by hand make sure that it is neat, readable and that you have used black or blue ink and good quality letter paper.
If typing the letter you need to ensure that you use clear and readable font, such as Ariel, and print it on plain white or cream good quality paper.
Make sure that you sign it.
Keep the letter short, it shouldn’t be longer than a page of A4 paper.
Make sure you use the correct sized envelope, you don’t want to fold the letter or CV more than once.

If you are writing an email, the tips are as follows:

Make sure that the email address you have is correct and type it exactly, if possible copy and paste it, as the slightest difference will stop it getting through.
In the subject line of the email make it clear that the message is in relation to a job application, for example “Application for Administrative Assistant Post” and if there is a reference number for the job, add this too.
Make sure that you have an email address that is sensible and grownup, not one that uses your nickname, involves a private joke or could offend. If need be create a new email address, this can be done via MSN or Google, there are lots of free alternatives.
Make sure that the email is not typed all in capital letters as some feel it is similar to shouting.
Don’t use Slang, or text message spellings or shortened versions of words.
Send the email to yourself first to check out how it looks before sending it to the employer.
Don’t forget to attach your CV or Application form, in a standard format they should be able to open, for example Word document, or save it as a PDF before sending it.

Speculative Letters

This is where you send letters to employers to ask whether they have any vacancies you could apply for. Many employers don’t even advertise their vacancies because they have so many applicants that are interested and have sent speculative letters with their CV’s . A speculative letter is a great way to let the employer know you are interested in working with them, and that you have the skills they are looking for. If you are fortunate you may even contact the employer just as they are about to advertise a new vacancy.

What should a speculative letter include?

The letter needs to explain:

You are enquiring if the employer has any vacancies, whether now or in the future.
Why are you interested in working for them, and show that you have some knowledge about the company.
Why the employer should consider you for a role in their company, list the relevant skills and experience they have.

Don’t forget to enclose your CV, and to thank them for their time.

To find employers you may want to work for you can use the Yell.com or even the paper version the Yellow Pages. There will also be information on local employers at the local library and on company websites. Google is a great place to start when looking for employers.

If you are able to telephone a company first you can find out what the name of the manager is or the person that deals with recruitment, as this is a much better way to address your letter and ensure that it goes to the right person and not thrown away. If you do decide to phone the employer you need to:

Explain the reason for your call and ask if you can be put through to someone that can help you, such as the Manager, Personnel or Human Resources (HR).
Ask about any possible vacancies they have now or may have in the future.
Ask if it ok to send them a CV for any current or future vacancies.
Find out the name of the person you need to send the letter and CV to.

An example of a speculative letter is attached. As with a cover letter you need to ensure that it is well written, that it has been thoroughly checked to make sure there are no mistakes, such spelling, grammar or punctuation. Make sure that your CV in enclosed.

It is also possible to send a speculative letter through email, use the tips above to help with this.

Remember: if you don’t hear anything from your speculative letter you shouldn’t feel disheartened, employers may get hundreds of these from people looking for work, and it may not be possible for them to reply to every request.

Applying by phone

Some employers carry our interviews over the telephone, some may even ask you to phone them for an application form or to arrange to come in and meet them. If you do need to call the employer then the following tips will help show them that you are organised and serious about the job and joining their organisation.

Before your call

Make sure you give yourself a few minutes to prepare before you call—have a pen and paper ready as you may need to write down important details, for example the interview time and address etc.
Make sure you have set enough time to make the call, you don’t want to feel rushed as that may come across in the telephone conversation, and may not show how interested you really are in the role.
If you have to use a payphone to make the call make sure you have enough change, ideally try to use a land line so you don’t have to worry about the call coming to a premature end.
If you are using a mobile phone you need to ensure that you make the call somewhere private, that the mobile signal is good enough and if your phone is pay as you go, ensure that there is enough credit.
Decide what you are going to say and have some notes with you in case you get stuck on what to say, or a question they may ask.
Have the advert for the job in front of you to ensure you know the number you have to ring and who you have to ask for.
Have a copy of your CV printed and in front of you to help you answer questions the employer may have about your work or education.

During the Call

Make sure you are confident, polite and speak clearly.
If you know the name of the person you need to speak to make sure you ask for them by name.
If you don’t have a name explain why you are calling, an example would be “Hello, could I please speak to someone about the Retail Assistant vacancy advertised this week?”
Make sure that you clearly state the job title that you are interested and give the reference number too, if there is one.
Check that it is a convenient time for the employer to speak with you, you may be asked to call back later if they are busy.
The employer may want to talk to you in length over the phone asking lots of questions, or it may be a simple case of arranging an interview for a later date. Make sure that you listen carefully and follow the employers lead and give them all the information they ask for.
It is likely they will ask you information about yourself and what you have to offer their company. Make sure that you keep your answers short and to the point, and that it is relevant to the job you’re applying for.